New Year, Old Files & The Law

New Year, Old Files & The Law

March 18, 2015
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New Year, Old Files & The Law

You are into a new year now, and it’s time to look through all the old files and paperwork in your office. When paperwork and files are old enough to discard, what do you do with the paper? If you aren’t in the habit of shredding paper with personal information on it, then you are violating federal law and more than likely, some state laws. Here is a look at the kinds of paperwork you need to make certain you shred.

Financial Documents
Whether it is a client’s financial information or your own, you need to shred all documents. This includes paperwork that has credit card information or bank and routing numbers. It can be voided checks or bank statements. Any pages that have sensitive financial information need to be shredded.

Social Security Numbers
Any paperwork that has employee, client, or your personal social security numbers should be shredded. This can also include customer ID numbers that are used to get into accounts.

Pin Numbers and Login Information
If your forms require someone to write down pin numbers or login information for their accounts, these documents need to be destroyed. Should they fall in the wrong hands, it can put someone at severe risk of information breach.

Contact Information
When you are ready to clear out old clients or personnel, be sure you get rid of any documents that have contact information. This is to include email addresses, physical addresses, and phone numbers that will tie the individual to the contact information.

Receipts
If you are getting rid of receipts, be sure to send them through the shredder. This can include original receipts as well as copies of receipts. It is best to keep yourself safe from people who can find this information and use it against you.

When in Doubt, Shred it All
If you are in doubt about what has to be shredded, go ahead and put it in the stack. It is better safe than sorry.

It is a good idea to keep a running list of all documents that need to be destroyed. This will help you avoid throwing away information that should have gone through the shredder.

 

 

~ Written for us by our associate Gary Sorrell, Sorrell Associates, LLC. Copyright protected. All rights reserved.

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